Intake Forms 101
Hannah Hoxie avatar
Written by Hannah Hoxie
Updated over a week ago

While you can create or import properties and apply a Property Template, the Intake Form is truly where the customization and automation really shine bright.

Intake Forms use conditional logic to populate the fields and templates needed for each unique transaction. Intake Forms can take your transaction management to the next level of automation for your emails, Smart Blocks, and more.

Fields, Documents, and Contacts

First, review and select all of the fields you need your agents to fill out, with the left side representing the agent and the right side representing internal. Both will need to be selected so the fields asked of the agent appear on the property.

If you see some fields that are meant for your internal users to complete or they need to be on the property every time, make sure to use the buttons on the right side so they are added on, and the required fields are also asked of the internal user when an intake form is submitted.

Form Conditions

Next, you need to consider what questions you are going to ask the agent and what further information you need to have answered at the time the Intake Form is completed. Form Conditions dynamically add fields, contact roles, documents, and instructions when a user is processing a new intake.

For example, a common question asked is “Will there be an inspection?” When that question is answered “Yes,” you might need to find out what kind of inspections need to be done, who is ordering the inspections, and what the time frame looks like to complete the needed inspections. Form Conditions can help you accomplish asking that question.

At this point in your customization and building processing, you might find yourself needing to ask more questions of your agents. When you identify a question that you need, make sure to reference back to the Fields 101 course to learn how to add those fields to your system to make them available for your Intake Forms.

Form Triggers

We’ve selected our fields, and we've asked for more data from our agents via the Form Conditions. Now we need to ensure that the property populates with the correct Field information and templates.

If you are customizing an existing Intake Form, review the Form Triggers that are already built out. You may need to make some adjustments by adding additional fields or field sections or adding additional templates to the template form triggers.

Remember if you created a Form Condition to bring on additional fields onto your Intake Form, you will need to create a corresponding Form Trigger with the same conditional logic to ensure the field populate on the property.

Take some time to review what questions you added to your Form Conditions and add in the Form Triggers needed to ensure that the fields and templates apply to your property appropriately.

Intake Form Settings

Take some time to review the settings that have been updated for your newly customized intake form.

Each Layout might be different depending on how you have your fields organized. What you need to do is order your Field Sections in the order that flows the best. We recommend your agents fill out the address, main details, and then intake questions so all other field sections appear below as questions are answered.

Main Takeaways

Intake Forms take all the parts of your system you updated before this point and ties it all together. Use your Fields to power your conditions and populate each transaction with custom information and templates. Take your time updating and altering your intake form. Start with the basics mentioned in this guide and as you continue to build, expand into the other features in your intake forms.


  • Review and select the fields that need to be filled out every time

  • Review and update the Form Conditions

  • Review and update the Form Triggers

  • Update your Layout

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